Volunteer Registrar | Executive Committee – Ellenbrook Vipers Rugby Union Club

Help shape the future of an award-winning community sporting club!

Ellenbrook Vipers Rugby Union Club is seeking an organised, proactive and community-minded Volunteer Registrar to join our Executive Committee.

This is more than processing registrations. You'll support players, families, coaches and managers while helping our growing club run smoothly.

About the Vipers

We're more than just a rugby club. We're a community.

Based at Woodlake Sports Ground in Ellenbrook, we're a family-focused, volunteer-run club committed to providing an inclusive and welcoming environment for children, families and the wider community.

We're proud to have been recognised as:

• 2024 SportWest Community Club of the Year
• 2025 Healthway Champions of Rugby – Healthy Club of the Year

In 2026, we welcomed more than 160 registered players across eight junior competition teams, alongside Little Rugby, Walla Rugby and Social Seniors. We also launched our first U13 Girls team. As we look to 2027, we're expanding opportunities for girls and women, strengthening junior pathways, building partnerships and developing more year-round programs.

About the Role

You'll coordinate junior and senior registrations, keep records accurate and work closely with the President, Executive Committee and team officials.

Key Responsibilities

Registrations & Member Support

• Manage registrations in Rugby Xplorer for regular seasons, tournaments, academies and other programs.
• Maintain member records, team lists, contact details and registration status.
• Assist families with registrations, transfers, eligibility, dispensations and associated paperwork.
• Communicate deadlines and requirements to parents, coaches and managers.

Compliance & Club Coordination

• Track registrations, qualifications and accreditations for coaches, managers and relevant volunteers, working with the Director of Rugby to follow up outstanding requirements.
• Help maintain accurate competition records, including sanctions and red, yellow and blue cards.
• Work with the Treasurer to monitor registration fees, outstanding payments and payment plans.
• Provide membership statistics and participation data to the committee & external parties when required
• Track player milestones and help coordinate awards, trophies and medals.

Executive Committee

• Attend monthly meetings, contribute to discussions and decisions, and support broader club planning and governance.

About You

We're looking for someone reliable, approachable and highly organised who can confidently manage digital information and work independently.

Essential Requirements

• Strong administration, communication, record-keeping and follow-up skills.
• Proficiency in Gmail, Google Drive, Google Sheets and online systems, including data tracking and reporting.
• Excellent attention to detail, accuracy and ability to meet deadlines.
• Integrity, confidentiality and a collaborative approach.
• Availability for monthly committee meetings and ongoing Executive Committee involvement.
• Working with Children Check and National Police Clearance, as required for the role.

Experience with Rugby Xplorer or sporting club administration is an advantage but not essential. Training and support will be provided.

You don't need to know rugby to make a difference!

Time & Support

This flexible role is busiest during preseason registrations and tournament periods, with ongoing responsibilities throughout the year.

Most tasks can be completed remotely, but timely responses to enquiries and deadlines are important. A handover, induction and ongoing support will be provided.

Nominations & AGM Information

The Volunteer Registrar position will be filled as part of the Ellenbrook Vipers Rugby Union Club's upcoming Annual General Meeting (AGM).

Nominations close at midnight on Sunday, 8 November 2026 (AWST).

Our AGM will be held on:

Date: Sunday 22nd November
Time: 3pm
Location: Ellenbrook

Why Join Us?

Help create positive sporting experiences for local children and families, contribute to an award-winning club and develop skills in sports administration, governance and leadership alongside a supportive volunteer team.

Your contribution will help create a better experience for every Vipers player and family.

Ready to Get Involved?

We're proud of what we've achieved and excited about where we're heading. We'd love to welcome someone who shares our commitment to making a positive difference.

Apply through SEEK Volunteer and tell us about your experience and interest in joining our Executive Committee. We may invite shortlisted applicants for an informal conversation.

Become part of the Vipers family and help shape our next chapter!

This volunteer position is subject to eligibility and the nomination or election process under the club's constitution.